Office Coordinator, Madison Corporate Office (Part-Time)

Responsibilities

• Greet and assist visitors, manage deliveries, and provide a hospitable environment to those in the office.
• Maintain and manage office access via the key card access system, activating and deactivating cards as needed.
• Order, stock, and manage office supplies, including fridge contents, snacks, and coffee.
• Ensure cleanliness and functionality of equipment in the café, scheduling regular maintenance of the machines per leases. Run the dishwasher and maintain a clean café area.
• Keep common areas tidy, including whiteboard cleaning and conference room setup.
• Clock in/out employees, coordinate with IT to ensure proper functioning of equipment in conference rooms.
• Absorb and address office-related questions, assist with onboarding new employees, including setting up desks, providing key cards, and answering questions.
• Order and coordinate weekly Wednesday lunches, organize employee birthday celebrations, and order swag items and gifts for employees.
• Plan and execute in-office events and activities at least monthly.
• Organize the hosting and setup of town hall meetings, ensuring IT coordination/connectivity, and plan town hall happy hours and the annual summer event.
• Sort and direct daily mail to appropriate internal locations and manage outgoing FedEx and mail shipments for the office.
• Communicate with property management, including submitting maintenance requests as necessary, key card access, and rent payments.
• Liaise with the cleaning company, ensuring they follow cleaning protocols, including the regular cleaning of white boards, desk areas, disposals, as well as the bi-annual carpet cleaning.
• Absorb and assist with additional administrative duties as assigned.

Requirements

• High school diploma.
• At least 1+ year of relevant administrative experience.
• Proficiency in Microsoft Office Suite and using web-based software and platforms
• Demonstrated excellent customer service and communication skills for visitors.
• Demonstrated ability to stay organized, prioritize and multi-task efficiently.
• Demonstrated problem-solving and basic troubleshooting skills.
• Ability to work in the office on Tuesdays, Wednesdays and Thursdays from 9am to 2pm.

Preferred Qualifications

• Associate’s, Bachelor’s degree or some college experience.
• Previous experience in a corporate or office environment.
• Demonstrated ability to work in a fast-paced environment with changing needs and requirements.